How to plan a festival.
To plan a festival, decide its purpose and audience, pick a date and site, check permits and insurance, and recruit a balanced mix of vendors, food and entertainment. Build a layout with room for crowds and safety, line up volunteers, promote early, and walk the site before the gates open.
Updated
Start with the why, the who and the date.
A fall festival, a cultural festival and a music festival need different things. Decide what the festival is for and who it is for, then choose a date that avoids clashes with big local events and gives you time to plan. A festival usually needs several months, because permits and vendor recruiting take time.
Pick the site, permits and insurance.
- Choose a site with room for crowds, parking, restrooms, trash and a clear way for emergency vehicles.
- Ask your city's special event office what permits and notices apply, and how far ahead to apply.
- Ask the health department about food and the fire department about cooking, tents and crowds.
- Ask your insurer and the venue what coverage is required for you and for vendors.
Balance vendors, food and entertainment.
A festival is mostly vendors, food and things to do. Keep them in proportion: entertainment and sponsors shouldn't crowd out the vendors who pay to be there, and vendors shouldn't be placed where the stage drowns out their customers.
- Recruit a mix of food, retail, art and activities, and cap each category.
- Place a draw such as a stage, food area or kids' zone at different ends so crowds walk past vendors.
- Put sponsor tables, entertainment and vendor booths on one map so nothing conflicts.
- Plan for lines, seating, shade or cover, and handwashing near food.
Staff it and walk it.
- Recruit volunteers and give each a clear job, a shift and a radio or phone number.
- Send vendors load-in times, booth numbers and parking a few days before.
- Walk the site before opening: exits, power, first aid, restrooms, trash and signs.
- Check attendees in or count them at the gate, and keep a vendor check-in point.
- Wrap up with load-out rules so vendors don't pack up early, then thank everyone.
Handle vendors, tickets and check-in.
This guide is general information, not legal or tax advice. Rules differ by city and venue, so confirm the details with the agency or a lawyer.
- Vendors apply online with your own questions, and you approve, reject or waitlist each one.
- Lay out your venue and assign vendors to booths on a map.
- Sell free and paid tickets with QR codes.
- Check attendees in on the day by scanning their ticket QR code or searching by name.
Common questions.
How do I plan a festival?
Decide its purpose and audience, choose a date and site, apply for permits, recruit vendors and entertainment, build a layout, line up volunteers, promote it and walk the site on the day.
How do I plan a fall festival?
Start with the same steps as any festival, then add seasonal vendors, food and activities. Plan for early sunsets, cooler weather and a rain plan.
How far ahead should I start planning a festival?
As early as you can, since permits, insurance and vendor recruiting take time. Ask your city's special event office how far ahead to apply.
How do I keep sponsors, food and entertainment from overwhelming my vendors?
Cap each, place them on the same map as the vendor booths and keep the stage away from vendor rows.
Do I need a permit for a festival?
Usually, for public space, food or amplified sound, but the rules differ by city. Check with your city's special event office.
Keep reading.
Run your next event on bzar.
Free for organizers. Applications, booths, payments, tickets and check-in in one dashboard.